Employees Page

Employees

The Employees page is the master list of every shop-floor worker in your system — the people who clock in on the Kiosk, run timers, record quantities, and do the actual making. Each employee has a name, an optional PIN, a list of workstations they’re authorized for, and (optionally) a Supervisor flag.

Open it from the main sidebar (Employees) or by navigating to /employees.

Employees page

Employees are not Users. A user (Users) is an account that logs into the Admin Panel (email + password). An employee is a shop-floor worker who taps a PIN on the Kiosk. These are completely separate identities by design — the system makes no assumption that a person on the floor needs Admin Panel access, and vice versa. You can also have one person represented as both (see Users for how to set that up).

What this page is for
Anatomy of the page
Reading the table
The Active Time Log column
Searching
Adding an employee
Editing an employee — the Employee panel
General tab
Workstations tab
Timelogs tab
PINs explained
Supervisor flag
Where Employees show up elsewhere
Deleting an employee
Tips and best practices

What this page is for

The Employees page is your roster of shop-floor staff. Use it to:

Add new workers as people join the team.
Assign workstations so each person can only clock in to stations they’re trained on.
Set or rotate PINs — the 4-to-8-digit code each worker uses on the Kiosk.
Flag supervisors who can drag cards between columns on the Kiosk.
Audit recent activity — the per-employee Timelogs tab shows the last 7 days of their work, grouped by day.
See who’s clocked in right now — the Active Time Log column ticks live.

Most onboarding flows: add an employee → set a PIN → tick the workstations they’re trained on → hand them the PIN → they can start work.

Anatomy of the page

From left to right across the top:

Search box — free-text search across name and surname.
Show N entries selector — 5 / 10 / 25 / 50 / 100 per page.
Add Employee button (top-right).

Below the toolbar sits the employees table, one row per employee. Standard pagination with a Showing X–Y of Z counter sits underneath.

Reading the table

Column	What it shows
ID	Internal numeric ID (small, muted).
Name	First name. A small Supervisor badge appears next to the name if the supervisor flag is set.
Surname	Last name.
Workstations	Pills listing the workstations this employee is authorized for. If the list runs long, the first five are shown and the rest collapse into a `...` chip you can hover for the full list.
Active Time Log	What this employee is currently working on, live. See below.
Actions	Pencil — opens the edit panel.

The Active Time Log column

If the employee has a timer running right now, this column shows it live:

A pulsing green dot at the left signals “active”.
The job name is shown bold, with the job’s Ref No in smaller text next to it.
The workstation they’re clocked into.
A live ticking clock (HH:MM:SS) counting up from when they started.

If no timer is running, the column shows —.

The ticking is real — every second the elapsed display updates so you can see at a glance who’s currently on the floor and how long they’ve been on a job. Useful for the morning round when you want to confirm everyone clocked in cleanly, and useful at end-of-shift to spot anyone who forgot to stop their timer.

Searching

Type into the search box at the top-left. The query matches Name and Surname (case-insensitive, contains matching). The list refreshes about 300 ms after you stop typing.

Adding an employee

Click Add Employee in the top-right. The Employee panel slides in from the right with an empty form.

At minimum, fill Name and Surname. Everything else is optional but worth setting:

PIN — the 4-to-8-digit code the worker will tap on the Kiosk. See PINs explained.
Supervisor — see Supervisor flag.
Workstations — the stations this employee can clock in to. See Workstations tab.

Click Create to save. The employee appears in the list immediately and can be issued their PIN.

Editing an employee — the Employee panel

Click the pencil icon on any row to open the panel in edit mode. The panel uses three tabs:

General — name, surname, PIN, supervisor flag.
Workstations — which stations this employee is authorized for.
Timelogs — recent activity, grouped by day (last 7 days).

The header has two buttons:

Save — applies your changes.
Delete — removes the employee. See Deleting an employee.

The Timelogs tab is hidden in create mode (a brand-new employee has no history).

General tab

Fields:

Name (required) — first name.
Surname (required) — last name.
PIN (optional) — 4-to-8-digit code. Must be unique within your account.
Supervisor — toggle. Unlocks extra Kiosk controls (drag-and-drop). See below.

The PIN field is password-typed by default so it doesn’t appear over a colleague’s shoulder while you’re editing.

Workstations tab

The list of workstations from your Workstations master list, each with a checkbox. Tick the ones this employee is authorized to work on.

What the workstation list controls:

On the Kiosk, only the workstations on this list show up in this employee’s Workstation Editor.
The same scoping applies to the mobile app.
Trying to record work at a station not on this list will fail with a permission error.

A count of N workstation(s) selected appears at the bottom for sanity-check.

Empty list = nothing. An employee with no workstations selected won’t be able to do anything on the Kiosk except view the board. Make sure to tick at least the stations they’re trained on.

Timelogs tab

The Timelogs tab is the per-employee audit log of the last 7 days (today + 6 prior whole days).

Entries are grouped by day, with the day’s total shown next to each day’s header. “Today” and “Yesterday” are labelled as such; older days use the locale’s day-month format.

Within each day, entries are listed newest-first. Each entry shows:

The job name and #ref_no.
The workstation.
The entry’s start time.
The duration — or a green “In progress” pill if the timer is still running.

Active (running) timers are visible but excluded from the day total so the figure is deterministic.

The tab loads on first click — opening the panel doesn’t immediately fetch anything until you click Timelogs.

For longer ranges, full filtering, or for exporting, use the system-wide Time Tracking page instead.

PINs explained

A PIN is a 4-to-8-digit numeric code that an employee uses to authenticate on the Kiosk and mobile app. Whenever they record a quantity, start a timer, block a task, or do anything else that writes data, the Kiosk asks for the PIN.

PIN rules:

Numeric only — digits 0–9.
4 to 8 digits long.
Unique across all employees in your account (no two people can share a PIN).
Optional when you create an employee — but the employee can’t do anything on the Kiosk without one.

Setting / changing a PIN is just a matter of typing it on the General tab and saving. Saved PINs are stored as-is on the server (not hashed) — this is a visible-to-admins code, not a cryptographic password.

Treat PINs as semi-private. Anyone with the URL of an unauthenticated Kiosk and a valid PIN can record work as that employee. PIN rotation is a good practice for shops with high turnover.

If a PIN is forgotten, just set a new one on the General tab and tell the employee. There’s no “I forgot my PIN” flow on the Kiosk itself — that’s intentional, since the team lead is usually nearby.

Supervisor flag

When Supervisor = on, the employee unlocks additional Kiosk controls:

They can drag cards between workstation columns on the Kiosk, advancing or rerouting work. (Regular employees can only record progress on the column a card is already in.)
Their PIN is accepted on Kiosk URLs that have show_login=1 for elevated actions.

Supervisor permission is granted per employee, not per workstation — once a supervisor, they can drag anywhere their workstation access allows.

Use this for shift leads, foremen, planners who occasionally step onto the floor — anyone whose job it is to keep work moving rather than just doing it.

For everyday workers, leave it off. Removing it later is just a matter of unticking and saving.

Where Employees show up elsewhere

Anywhere a person interacts with the shop floor, the employee record drives it:

Where	What you’ll see
Kiosk	The PIN modal authenticates this employee. Workstation Editor scopes to their workstation list. Supervisor flag unlocks drag-and-drop.
Mobile app	Same PIN-driven flow; same workstation scoping.
Production page	The top-bar avatar group shows every clocked-in employee. Click an avatar to filter to their current job.
Time Tracking page	The Employee filter lists everyone here.
Per-job Time Tracking tab (on the Job panel)	Lists every entry by employee; manual Add Time Log picks from this list.
Cron Jobs email summaries	Closed-timer summaries list the employee names from here.
Webhooks `time_log_saved` payloads	Include the employee’s id, name, surname.

Changes here are immediate everywhere — no refresh needed.

Deleting an employee

Open the employee in the panel → click the red Delete button → confirm.

What happens:

The employee record is removed.
Historical time entries are preserved — they keep referring to the old employee id. The Time Tracking page will display them with an empty Employee column.
The PIN is freed, so a new employee could be created with it (avoid this — it makes audit confusion).
Any active timer on this employee is not automatically closed. Stop it first, or run a Cron Job.

There is no undo. For staff who leave the team, consider an alternative: uncheck every workstation instead of deleting. The employee can no longer clock in, but their history stays attached to a named person rather than an orphaned id.

Tips and best practices

Set a PIN immediately. A workstation-authorized employee with no PIN can’t do anything on the Kiosk. Type a PIN, save, hand it over.
Tie PINs to existing systems. If your shop already uses badge or door-code numbers, reuse them — easier to remember than yet another code.
Be selective with the Supervisor flag. A supervisor can drag cards anywhere; if everyone is a supervisor, the Allow drag-in protection on workstations becomes pointless. Most shops need 1–3 supervisors total.
Tick only stations the employee is trained on. It’s both a safety thing (prevents misuse) and a UX thing (fewer stations on the Kiosk = faster to pick).
Use the Active Time Log column as a morning check. A blank column right after shift start means someone forgot to clock in.
Use the Timelogs tab for spot-checks. Suspect someone clocked in but didn’t actually do the work? Open their Timelogs tab, scan the day. Combine with the Job panel’s Time Tracking tab for the other side of the picture.
Don’t delete; disable. Untick every workstation on a departing employee instead of deleting them. Preserves historical attribution.
Rotate PINs on a schedule. Quarterly rotation is enough for most shops; if PINs end up taped to monitors, rotate more often.
One employee per person. Avoid “shared” employees (a generic “Floor 1” with one PIN that everyone uses). Time logs become meaningless, and the system can’t tell anyone apart.
A user can also be an employee. If a planner sometimes works on the floor, give them an admin-panel User account and an Employee record. See Users.